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As an admin, how do I revise employee salaries in bulk in Asanify

This article outlines how you can revise salaries bulk for your employees in Asanify

Vaibhav Kashyap avatar
Written by Vaibhav Kashyap
Updated this week

Prerequisites

Before you begin, ensure that:

  • You have admin access to Asanify

  • Employees have existing salary records in the system

  • You have the necessary salary information (new CTC, effective dates, payout months)

Note: You can only revise salaries for employees, not contractors. If you select contractors, they will need to be removed before proceeding.

Step 1 - Navigate to the People Module

  1. Log in to your Asanify account

  2. Click on People in the main navigation menu

  3. You will see the employee list with various bulk action options on the right side

Step 2 - Select Employees for Salary Revision

You can select employees using either of these methods:

Method A: From the People Page

  1. Use the search bar to find specific employees by name or employee ID

  2. Apply filters using the Custom Filters option to narrow down by department, designation, or other criteria

  3. Select the checkboxes next to the employees whose salaries you want to revise

  4. Click the Bulk Revise Salary button (with the cash-edit icon) on the right panel

Method B: From Bulk Salary Revision History

  1. Navigate to the Bulk Salary Revision History tab in the People module

  2. Click the Bulk Revise Salary button at the top

  3. Select employees from the list that appears

Tip: You can use the search and filter options to quickly find employees who are due for salary revision.

Step 3 - Revise CTC and Set Dates

Once you've selected employees, a drawer will open with a 4-step process. In Step 2 (Revise CTC):

  1. Review the list of selected employees showing their current CTC and effective dates

  2. For each employee, enter the salary revision details:

    • Percentage Increase: Enter the percentage increase (e.g., 10%) - this will automatically calculate the new CTC

    • Revised CTC: Alternatively, directly enter the new CTC amount

    • Revised Effective Date: Select the date from which the new salary becomes effective

    • Revised Payout Month: Select the month from which the salary will be paid out

Bulk Actions Available:

  • Bulk Set Same Value: Apply the same percentage increase, effective date, or payout month to all selected employees at once

  • Bulk Import: Upload an Excel file with salary revisions for multiple employees

To use Bulk Set Same Value:

  1. Click the Bulk Set Same Value button

  2. Select which column you want to update (Percentage Increase, Effective Date, or Payout Month)

  3. Enter the value

  4. Click Set to apply to all employees

To use Bulk Import:

  1. Click the Bulk Import button

  2. Download the template Excel file

  3. Fill in the employee IDs and new salary details

  4. Upload the completed file

  5. Review the imported data and click Start Upload

Click Next to proceed to salary structure configuration

Step 4 - Configure Salary Structure

In Step 3 (Structure Salary), you'll configure how the CTC is broken down into components:

  1. For each employee, review and adjust the salary components:

    • Basic: Basic salary amount and percentage of CTC

    • HRA (House Rent Allowance): HRA amount and percentage of Basic

    • Special Allowance: Any special allowances

    • PF Employer Contribution: Automatically calculated based on compliance settings

    • Custom Components: Any custom earnings, deductions, or reimbursements configured for your organization

  2. Edit Compliances: Click the pencil icon next to the compliance chips to modify:

    • PF (Provident Fund): Enable/disable, set capping (₹15,000 or uncapped)

    • EPS (Employee Pension Scheme): Enable/disable

    • ESI (Employee State Insurance): Enable/disable

    • PT (Professional Tax): Enable/disable

    • LWF (Labour Welfare Fund): Enable/disable

  3. Edit Salary Components: Click the pencil icon next to the Revised CTC to manually adjust any salary component breakdown

Bulk Import Option: You can also use the Bulk Import button here to upload salary structures via Excel if you have complex component configurations.

  1. Review all the salary structures to ensure they're correct

  2. Click Next to proceed to finalization

Tip: The system automatically calculates the salary components based on your organization's salary structure rules. You can override these by clicking the edit icon.

Step 5 - Review and Finalize

In Step 4 (Finalize):

  1. Review the summary of all salary revisions:

    • Total number of employees

    • Total HRA amount

    • Total PF employer contribution

    • Total revised CTC

  2. Check the details for each employee one final time

  3. If you need to make changes, use the Previous button to go back to earlier steps

  4. Once you're satisfied, click the Submit button to finalize the salary revisions

Note: After submission, the salary revisions will be recorded in the system and will be effective from the dates you specified.

Step 6 - Verify the Revisions

After successful submission:

  1. Navigate to the Bulk Salary Revision History tab in the People module

  2. You'll see a record of your recent salary revision batch showing:

    • Number of employees revised

    • Date of revision

    • Revised by (your name)

  3. Click Details to view the complete breakdown of all salary changes in that batch

You can also verify individual employee salaries by:

  1. Going to the employee's profile

  2. Clicking on the Salary tab

  3. Checking that the new salary entry appears with the correct effective date

Additional Information

Common Errors and Solutions

Error: "Cannot revise the salaries of contractors"

  • Solution: Remove contractors from your selection. Bulk salary revision only works for employees. Contractor compensation updates must be done individually.

Error: "Effective from and Payout from date mismatch"

  • Solution: Ensure that the effective date and payout month are aligned according to your payroll cycle. The payout month should typically be the same as or after the effective date month.

Error: "No existing salary data found"

  • Solution: The selected employees don't have salary records. You need to add salary information for these employees first before you can revise it.

Best Practices

  • Plan Ahead: Prepare your salary revision data in an Excel file before starting the bulk revision process

  • Use Filters: Utilize custom filters to select specific groups of employees (e.g., by department or designation) for organized salary revisions

  • Double Check Dates: Always verify that the effective dates and payout months are correct before finalizing

  • Review History: Regularly check the Bulk Salary Revision History to track all salary changes in your organization

  • Compliance Settings: Ensure compliance settings (PF, ESI, etc.) are correctly configured for each employee based on their salary and eligibility

Important Notes

  • Bulk salary revision creates a new salary record for each employee with the specified effective date

  • The old salary remains in the system for historical record-keeping

  • Salary revisions will automatically be reflected in payroll runs for the specified payout month onwards

  • You can view the complete history of salary changes (from-to salary details) in the Bulk Salary Revision History section

  • Each bulk revision batch is assigned a unique Batch ID for tracking purposes

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